Relocation Consultant RFP

Bantam Falls- Major Renovation
Relocation Consultant RFP Page 1
REQUEST FOR PROPOSAL
FOR
RELOCATION CONSULTANT
Bantam Falls
Bantam, Connecticut
TITLE: Bantam Falls Relocation Consultant
ISSUING ENTITY & ADDRESS: Housing Authority of the Town of Litchfield
130 Doyle Road
Bantam, CT 06750
LOCATION OF WORK: Bantam Falls
130 Doyle Road
Bantam, CT 06750
PERIOD OF CONTRACT: 12 months (+/-)
Please submit proposals by 2:00PM on April 30, 2026. See Section VI and VII for details on submittal
requirements. Proposals must reach the email address below by the deadline stated. The Housing
Authority of the Town of Litchfield is not responsible for any expenses related to the preparation or
presentation of responses to this RFP.

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Relocation Consultant RFP Page 2
REQUEST FOR PROPOSAL
FOR
PROFESSIONAL SERVICES
Bantam Falls
Relocation
I. PURPOSE
The Housing Authority of the Town of Litchfield is seeking proposals from qualified firms interested in
providing relocation consulting services for the Bantam Falls development, an elderly/disabled state
housing portfolio property. The firm selected will provide comprehensive relocation consulting services
throughout the planning and construction phases of this project and will prepare and implement a
temporary relocation plan for 36 units included in this development during the major renovation
II. PROFESSIONAL SERVICES REQUESTED
The relocation consultant will plan, coordinate, and implement the on-site and/or off-site relocation and
return of all residents within the Bantam Falls development. The relocation process will take place in
approximately four and a quarter (4.25) Phases in coordination with the general contractor. During
construction, households will be temporarily relocated on or off site with the right to return at
construction completion.
The relocation consultant will be responsible for providing all tools, transportation, and materials used
in performing the tasks under this contract. All relocation work must comply with the Uniform
Relocation Assistance and real Property Acquisition Policies Act of 1970, as amended in 1987 (URA). The
selected firm will be expected to work closely with the Housing Authority and its Consultants to create
and execute the relocation plan.
1. Develop, implement, and oversee the administrative structure, framework, and processes for
the relocation program, including the following aspects:
* Develop a comprehensive master relocation plan and schedule including detailed
relocation policies, procedures, and guidelines for the relocation of residents at
Bantam Falls throughout the construction process.
* Develop program procedures and processes to address logistics of relocation.
* Develop procedures to ensure accurate and appropriate tracking of residents,
including a detailed, comprehensive "From-To" matrix.
* Develop the tools and strategies necessary to communicate the relocation plan to the
residents.
* Coordinate documentation of all relocation activities.
* Participate in meetings with the Housing Authority of the Town of Litchfield as necessary.
2. Bid preparation and execution of contracts.
* Issue a formal Request for Proposal (RFP) to potential movers.
i. Work with the Housing Authority team to ensure RFP meets applicable
restrictions and requirements.

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Relocation Consultant RFP Page 3
* Review vendor submissions and provide recommendations to the Housing Authority
based on analysis of costs, warranties, time frame, etc.
3. Manage all facets of the relocation process during the pre, post and construction phases.
4. Perform integration of mover with project team, including the review and coordination of
schedules
5. Supervise the packing, labeling, inventory, and storage process to ensure that
contents are handled appropriately.
6. Monitor the mover to ensure all contractual requirements are met.
7. Work directly with residents to coordinate implementation of relocation plan and ensure
smooth, timely transitions for both moves and uninstall and reinstall televisions and
computers.
8. Identify special needs of tenants; assist with reasonable accommodation to facilitate
relocation process, including accommodation for pets. Provide transportation for any
residents with mobility challenges to temporary unit.
III. PROJECT DESCRIPTION
The current unit mix for the Bantam Falls site includes the following. The project will require relocation of
thirty (30) units as six (6) units have already been renovated.
UNIT SIZES TOTAL
1 Bedroom 36
TOTAL UNITS 36
IV. PROJECT SCHEDULE
This project will follow an aggressive timeline, with CHFA State Sponsored Housing Improvement
Program funds secured and financial closing expected by July 15, 2026.
V. INSURANCE REQUIREMENTS
The following minimum insurance coverage must be met:
* Proposers must be able to provide insurance certificates per the attached
insurance requirements (Exhibit A).
VI. SUBMITTAL
Firms interested in this project must include in their proposal the following items and any other relevant
information that addresses the selection criteria outlined below. Packages should be prepared simply
and economically, providing straightforward, concise descriptions, with an emphasis on completeness
and clarity of content. As such, please adhere to page limitations (pages counted as one- sided):
A. Firm Information (1 page max)
1. Name of company
2. Number of years in business
3. Number of employees
4. Name of key contact at firm (include email address)
B. Team (4 pages max)
1. Names and resumes of key staff.

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2. Statement of Capacity
C. Approach and Response to Scope of Services: Describe your understanding of the work outlined
in this RFP and provide a work plan detailing the approach you would take to complete this
contract. The approach outlined should be consistent with the objectives and requirements set
forth in this RFP as well as strategies and techniques used to deliver and integrate these
services. Including staff availability to development team and residents.
D. Experience (5 pages max)
1. Outline experience planning and implementing on-site and off-site
relocation for housing rehabilitation projects.
a. Describe size/number of units at projects, replacement units available, and
length of relocation per household.
b. Please specify work performed in low income and public housing developments.
c. Describe experience with occupied units' relocation.
2. Relevant project experience (at least 3 relevant projects within the past five years)
a. Project name and location
b. Brief description
c. Date completed.
d. Total number of units
e. References (contact name, title, company, relation to project, and current phone
number and email). Please verify that any contact information provided is
current.
E. Insurance: Provide a statement of ability to meet the insurance requirements (See Exhibit A).

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F. Fees: Please estimate the following pricing information in the written proposal:
1. Detailed budget, including hourly rates that describes and itemizes all planning,
materials, equipment, and labor costs. The Housing Authority of the Town of Litchfield is
tax-exempt, and it should be noted.
2. Where estimates are not possible, please provide a rate sheet and description of how
the work is to be priced. At a minimum, the fee should be broken down on a per
apartment unit basis.
3. The selected Relocation Specialist shall provide the following relocation services at the
below rates. Please utilize the below to provide the fees and rates.
a. Community Meetings (Plan & Conduct) $
/Meeting
b. Generate, Distribute, and Track Notices (Includes hand delivery and certified
mailings)
i. (72) 30-Day Notices $
ii. (72) 90-Day Notices $
c. Intake Assessment (one on one) $
d. Relocation Assistance $
(including a household relocation plan)
e. Re-Occupancy Assistance $
f. Final Report and transfer or records $
TOTAL $___________________
The selected Relocation Specialist will be required to provide moving services. Compensation for
all procurement actions will be on a per unit basis. Provide moving costs per unit.
1) 1-Bedroom Unit $___________________________
The selected Relocation Specialist shall provide additional services at the below rates if
requested/required.
2) Additional Relocation services $ / Hour
The Undersigned agree to hold their offer for 90 days from the date of the RFP opening.
Signed by:
Print Name:
Title: ___________________________________________________________
Company Name:

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EVALUATION OF QUALIFICATIONS AND PROPOSAL
Consultants will be selected based on the following criteria (in no order):
1) Experience with projects similar in size and scope, including recent work with on-site and
off-site relocation and return of tenants to the project.
2) Experience working with the State of CT Department of Housing, CT Housing Finance
Authority and HUD as it relates to relocation requirements and approvals.
3) Familiarity with Federal, State and Local Relocation Requirements
4) Experience level of key personnel and firm
5) Competitive hourly rates consistent with industry standards
6) Capacity and ability to take on this project.
7) Evaluation from references.
8) Demonstrated commitment to excellence.
VII. SUBMISSION INFORMATION AND SELECTION SCHEDULE
April 30th, 2026 2:00 pm Final submission deadline
Proposal will be accepted electronically to Jim Simoncelli, Jr.,
Housing Authority of the Town of Litchfield Executive Director at
litchfieldhousingauthority@gmail.com and hmuniz@jdamelia.com
SUBJECT LINE: BANTAM FALLS RELOCATION CONSULTANT RFP
RESPONSE
Proposals received after 2:00 PM on April 30, 2026, will be
disqualified. Oral or telephone modifications will not be
considered.
VIII. SELECTION PROCESS
The Housing Authority of the Town of Litchfield will evaluate the applicants according to the
identified criteria. The Housing Authority of the Town of Litchfield reserves the right to interview a
shortlist of respondents. The selected consultant will be announced after careful consideration.
The Housing Authority of the Town of Litchfield will initiate negotiations. Final negotiations will be
contingent on fee negotiations, as well as on qualifications. As the scope is better defined, the Housing
Authority of the Town of Litchfield may request more detailed fee proposals from the respondents.
Housing Authority of the Town of Litchfield reserves the right to cease negotiations with a selected
consultant if, at the sole discretion of Housing Authority of the Town of Litchfield, no agreement can be
reached to the satisfaction of the parties, or if the services are no longer required.
IX. GROUNDS FOR REJECTION
The Housing Authority of the Town of Litchfield reserves the right to reject any firm for one or more of the
following reasons:
1) Submission does not contain all information requested in the RFP.
2) Submission not received by the required deadline.
3) The firm does not possess the required qualifications.
4) The firm is suspended or disqualified from projects funded by HUD.

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X. TERMS & CONDITIONS
In submitting a response to this RFP, proposer acknowledges that:
1) The proposer has read and understands all terms and conditions set forth in this RFP,
including attachments to the RFP.
2) The proposer shall maintain insurance in accordance with the requirements set forth in Section
VI.
3) The Housing Authority of the Town of Litchfield reserves the right to revise any terms
and/or conditions set forth in this RFP and/or add any terms and/or conditions beyond
those set forth in the RFP.
4) The progress of this project is subject to further feasibility analysis. As such, the Housing
Authority of the Town of Litchfield reserves the right to terminate this contract or place
the project on hold indefinitely.
5) The Housing Authority of the Town of Litchfield reserves the right, at its sole
discretion, to alter the scope of work for the selected consultants.
For any questions, please contact hmuniz@jdamelia.com.